Planning guidelines

Defining the objective of an event, which should relate directly to your desired outcome, will ensure your goals and purpose are clear to the entire planning team. Your objective combined with the type of event will dictate the event’s complexity including determining the resources available for you to execute the event and reach your desired outcome.

You also need to identify the key stakeholders invested in your objectives and consider what type of event, if any, is the best way to reach your desired audience.

Be sure to follow proper procedures regarding the procurement of goods and services (e.g. a purchase order for goods or services exceeding $5,000).

Templates are available to assist with this stage of the planning, including:

Check the university’s event calendar or contact us to determine if there are other events taking place around the same time that could affect your target audience and/or event attendance in addition to confirming the availability of key participants.

Review the academic space, and meeting and event/open space on campus to see which facilities meet the needs of your event. Unless otherwise specified, contact Scheduling to book the appropriate space on campus.

To assist you with evaluating risk potential, including securing suitable insurance for the university, and students and staff, an approval process for events planned, sponsored or hosted by the university has been developed by Risk Management.

All events, on- and off-campus, including field trips, must follow the approval process and complete the applicable event application:

If you decide to contract an external vendor to provide services at an event (e.g. caterer, audiovisual company, shuttle bus, etc.) they must meet certain insurance requirements before final bookings can take place. Contact Jacquelyn Dupuis, Director, Risk Management, for requirements.

If you plan to serve alcohol at a university event, you must have prior written approval from the Office of the President and indicate such on your event application form. The process to serve alcohol on-campus can take up to 40 days to ensure all rules and regulations are adhered to as outlined by the Alcohol and Gaming Commission of Ontario (AGCO).

After you have identified the concept and core details of your event, the next step is to focus on the planning details and the best way to bring the event to life. This includes using the event planning checklist and asking questions such as:

• Where will your guests park?• How will the room be set up?• What food and beverages will you serve?

Refer to our list of service providers for detailed information on who to contact for particular services. We can provide photos or floor plans of past event set-ups to help you determine how to turn a campus space into an event space.

Other important points to consider include:

Protocol

For practical purposes, protocol represents following the correct procedures to ensure that official (and unofficial) occasions, visits, meetings and functions are planned and conducted in accordance with a set of rules that are formally, socially and culturally accepted and expected by the parties involved. Following the protocol is important to foster positive relations and outcomes, and should’t be underestimated or overlooked.

Consider the following:

attire

honours and salutes

precedence

styles of address

titles

When welcoming a government official or dignitary to campus, contact us to ensure you meet the appropriate protocols for the visit.

Communication and marketing products

Commonly required communication and/or marketing products include program booklets, postcards, bookmarks, zap stands and a-frame signage. To foster a prompt response to requests for these event materials, we've created a set of designed templates. To request any of these items, submit a Project Initiation form.

Speaker gifts and promotional giveaways

Consider providing a token of appreciation to your guest speaker, or sending your event attendees home with a unique, branded promotional item. Find out more about the Promotional eStore and how to shop for university branded merchandise.

Print and digital promotions: e.g. invitation, evite, poster, digital signage and web banner. To foster a prompt response to requests for these event materials, we've created a set of designed templates. To request any of these items, submit a Project Initiation form.

Weekly Report: A weekly newsletter emailed to the university community every Tuesday. Submissions should be sent to the Communications and Marketing team by Wednesday at noon for publication the following Tuesday.

In addition to these promotional services, you can promote your event to the broader community, if applicable, through various community event calendars. Free community calendars include:

Opening remarks for all university events should include a territorial acknowledgement:

“The university is proud to acknowledge the lands and people of the Mississaugas of Scugog Island First Nation, which is covered under the Williams Treaties. We are situated on the Traditional Territory of the Mississaugas, a branch of the greater Anishinaabeg Nation, which includes Algonquin, Ojibway, Odawa and Pottawatomi.”

Depending on the nature of the event, it may be appropriate to follow the territorial acknowledgement with a Traditional Smudging ceremony, performed by the university’s traditional Knowledge Keeper. Contact Jill Thompson, Indigenous Cultural Advisor, Student Experience Centre, to make arrangements for a smudging ceremony and indicate such on your event application.

“Indigenous peoples traditionally begin gatherings with a ceremony known as smudging. The ceremony intends to bring positive energy and to start things off in a good way. You cleanse yourself and the area you are in using smoke from burning medicines. The four sacred medicines are sage, cedar, sweet grass and natural tobacco. Individuals being smudged may brush or wash the smoke over their eyes, ears, mouth, hands, heart and body.”

It is important to give credit where credit is due, meaning to be sure to acknowledge event sponsors at the beginning and end of any formal programming. For assistance with thanking and recognizing donors, contact the Advancement office.

“I would like to take this opportunity to thank the generosity of the following organizations/companies/partners. Their support was instrumental in the success of this event: (list of sponsors)”

Acknowledge special guests and dignitaries in attendance:

“I am pleased to note the diverse audience we have today…”

“I would like to take a moment to welcome the following dignitaries who have joined us today…”

Post-event correspondence (e.g. email with a link to event photos or a reminder of the call to action received at an event) should be prepared in advance to ensure timely distribution.

It is also best practice to conduct a post-event evaluation that includes:

Reviewing the objectives and desired outcomes identified at the onset of planning.

Receiving comments and opinions from attendees.

This provides useful information in terms of improving future events and exceeding attendee expectations. Post-event evaluations may be in the form of a formal debrief meeting with the planning committee or a short survey sent to attendees. Ensure you capture all feedback into a debrief document for a snapshot evaluation of the event.

Lastly, don’t forget to reconcile your event budget as it is important to ensure service providers are paid in a timely fashion to maintain a positive working relationship.

Planning Resources

Budget template: Identify expenses, allocate funds and track estimated and actual expenses and payments. Using a budget template will enable you to track your spending during the planning process while determining pending invoices so you can reconcile your budget post-event.

Debrief template: Used to identify areas of success and areas for improvement when meeting with key stakeholders post-event. This helps determine if event goals were met and provides a platform for improvement for future events.

The university is proud to acknowledge the lands and people of the Mississaugas of Scugog Island First Nation which is covered under the Williams Treaties. We are situated on the Traditional Territory of the Mississaugas, a branch of the greater Anishinaabeg Nation which includes Algonquin, Ojibway, Odawa and Pottawatomi.